When your organization has a major event and several board members attend, it is an exciting situation. However, engaging your board members as Special Events Ambassadors during events can support your organization with stewardship and fundraising efforts. 

Special Event Ambassadors are responsible for engaging with a select, pre-assigned attendees during an event. With the overall goal of better connecting these attendees to the mission of the organization and making them aware of opportunities to provide support, Special Event Ambassadors are responsible for ensuring special event attendees are qualified and cultivated during special events. Through the years of hosting successful special events, I have discovered that for board members serving in Ambassador roles, the QUICCK engagement method yields the strongest results.

What is the QUICCK Engagement Method? 

The QUICCK Engagement Method is a proven process used to support staff in earning dollars by ensuring the board is responsible for building connections in an effective and meaningful way during special events.

Breaking Down the QUICCK Engagement Method & How You Can Implement it at Your Organization 

QUICCK is short for the steps of the method: Qualify, Information, Connect, Cultivate, and thanK. While the steps are easy to remember, we recommend performing them in an order different than one might assume when relying on the anagram QUICCK. Read on to learn about the specific steps involved in the QUICCK Method. 

Furthermore, the Killoe Group has created a resource you can utilize to help your Special Events Ambassadors familiarize and implement the QUICCK Method at your next special event. Download the PDF by clicking here.

Inform

The Special Events Ambassador should have a three to four minute speech or ‘elevator pitch’ ready to share with possible donors. This should not be a general overview of the organization but should clearly present two to three recent outcomes that highlight the success of the organization. 

Connect

Show potential donors that you value their success and interests by ensuring the Special Events Ambassador has at least one person prepared to connect with potential donors that would be of value to the potential donor. 

Qualify

When acting as Special Events Ambassadors, board members should ask intentional questions to qualify candidates and decipher if they are in a position to donate to their mission. Questions can include…

• Have you attended this event before?

• What inspired you to attend this event tonight?

• Have you had a chance to review our annual report\strategic plan, etc.?

Cultivate

The Special Events Ambassador should have a few questions prepared to cultivate interaction and engage attendees and allow an opportunity to express their opinions and wishes for the organization as well. Example questions include…

• Of the many things our organization does, what do you think is the most impactful to our community?

• Is there a need in our community that our organization is not helping to meet that it should be?

ThanK

Expressing gratitude goes a long way, but don’t end the night with a simple “thank you for being here.” Encourage Special Events Ambassadors to send handwritten thank you notes and be specific in their appreciation. For example…

• Mr. Smith, our deepest gratitude to you for attending our special event tonight. Because you sponsored a table this evening, we are able to feed three families over the weekend. Thank you on behalf of our organization, the families fed, and our community as a whole.

• Mike, because of you and your support, our organization is working hard every day, right here in our community, to ensure every child has access to healthy food. We know we haven’t solved the problem fully yet, but every day you allow us to imagine a world where no child goes hungry.

Tips to Review Before Hosting a Special Event

• Be sure your team and board members are trained and well-versed on the intentions and goals of the special event

• Ensure your team and board members are aware of the “dollar goal” (staff responsibility) and “connection goal” (board member responsibility).

• Make a list of ‘special attendees’ prior to the event and split the list between your Special Events Ambassadors.

• Train Board Members on QUICCK Method to simplify the process and increase engagement.

• Practice QUICCK Method conversations so that they sound natural and authentic when speaking with prospective donors.

Tips for After Your Special Event

Even if your Special Events Ambassador did a fantastic job at your event, the process doesn’t end there! Send an immediate follow up to special attendees and meet with board members to collaboratively identify next steps.

About the Author

Michael J. Buckley, CFRE is a career fundraising professional and Founder and Managing Partner of The Killoe Group. His firm assists nonprofit organizations increase revenue, exposure and capacity through smart, data driven, successive decisions and effective planning. Mike’s experience and passion for the profession of fundraising have made him a sought-after speaker, consultant and presenter. The Killoe Group’s broad experiences include annual campaign audits and management, capital campaign leadership, feasibility studies, interim program leadership, board governance, strategic planning and capacity building.